Time Management Tools & Tips

www.cssimonsconsulting.com 603-770-6516

C.S.Simons ConsultingManagement Consulting & Business Strategy

The Enterprise CenterMay 15, 2014

“Simplifying your Life” Series

Art of Personal Management

Agenda

1. History, Influences & Mindset 1. History, Influences & Mindset

2. Priorities 2. Priorities

4. Importance of Roles4. Importance of Roles

5. Urgent vs. Important5. Urgent vs. Important

3. The Clock & The Compass3. The Clock & The Compass

7. Change Management7. Change Management

8. Tools8. Tools

6. Goal Setting6. Goal Setting

If I had a nickel….

“There’s just not enough hours in the day”“I don’t know how I’m gonna get this done”“I just wish people would leave me alone, so

I could get this done”“I am going to have to work late tonight”“Why does everyone always come to me”

Time ManagementA brief history…

Generations of Tools

• First Generation – Making a checklist of daily reminders– A simple way of not forgetting

• Second Generation – Prep and Plan– Beginning use of calendars and appt. books

• Third Generation – Prioritize & Control – Value driven, many planners & binders

• Fourth Generation – Week at a Glance– Introducing Vision, Goals, & Principles in

priorities, a more holistic approach

Issue’s with Generation’s

• First Generation – Narrow minded approach to the days events

• Second Generation – Place emphasis on schedule over people. See’s people as an interuption or barrier to completion

• Third Generation – Codependency forming, can reduce flexibility, not holistic

Heavy Influences

The One Minute Manager –Blanchard/Johnson

“The Time Trap” - Alec Mackenzie

“First Things First” – Stephen Covey

12 Rules of Management - Ben Franklin!

Time ManagementBasic principles & tools

You need an Understanding of…

1. What drives you – Mission / Values2. What do you need to accomplish –

Planning / Goal Setting3. How to manage interruptions – Prioritizing4. Why do I fail at it – Goal Setting, Change

Management & Set for Success

Stephen Covey

What kind of person are you?

Two kinds of Time Managers –

1. Those that schedule every minute of the day2. Those that schedule based on Goals &

Mission

Which is better?

What drives you?

Clock? Compass?

Powerful tools

What we do with it -How we MANAGE our

What is important to us -How we LEAD our life

The Dilemma

The farther the gap between the Clock andthe Compass, the more empty or frustratepeople tend to feel

How to Plan

So where do you start?What are you planning for?

Prioritizing

• The 5 P’s of Planning

• Exercise #1 – Roles / Jobs

• Exercise #2 –Urgency Matrix

• Exercise #3 -S.M.A.R.T. Goals

5 P’s of Planning

Prior Planning

PreventsPoor

Performance

Determining Priority

“The Main thing, is to keep the Main thing, the Main thing!”

-Dr Stephen Covey

Step 1

Your Roles&

Role Development

Roles - 4 easy steps!

1. Be aware of your many roles2. Create goals for each role3. Set yourself up for success in each

role by planning and scheduling 4. Add the most IMPORTANT things to

your schedule first

Time Management

• Exercise #1

•Roles/Jobs Exercise

•List your multiple roles

•List goals for each

•Daily / Weekly / Monthly

Roles - Examples

• Parent• Spouse • Sibling• Supervisor• Employee• Team member• Provider• Business Partner

Roles / Goals- Examples

• Parent

• Sibling• Supervisor

• Employee• Team member

• Provider• Spouse

• Soccer game – Weds

• Brothers Birthday• Evaluations due

• Project start• Meeting, deliverables

• Obligations• Date night

Your turn!

Please take a moment and note some of your roles and goals

Start your weekly Planning

SunSatFriThursWedsTuesMon

Now start filling in your week

SunSatFriThursWedsTuesMon

“ If you fail to plan, you should plan to fail”

Step 2

Understanding daily interactionsHow they effect youHow to handle them!

Definitions

• Urgent –– Compelling immediate action or attention

– Insistent– Conveying a sense of pressing importance

• Important –– Of great significance

– Strongly effecting the coarse of events– Valuable in content

Urgent vs. Important

• Understand the origin of a task

• Plan accordingly

• Spend your time in QII

• Avoid QIV at work!

•Exercise #2

•The Urgency Matrix

•Dr. Stephen Covey – Habit #3

“First ThingsFirst”

•Difference of Urgent vs. Important

Covey’s Urgency Matrix

So, where are we?

You know what you need to plan for……You have tools to help you find time….Now lets talk Goal Setting!

S.M.A.R.T Goals

S – Specific

M – Measurable

A – Attainable

R – Relevant

T - Time Oriented

Goal Setting

•Exercise # 3

•The S.M.A.R.T. Chart

•Each goal can have multiple action steps- but must be measurable.

2 monthsYesYes

Eat 3 healthy meals a

day. Plan meals for

the week to avoid

slips. Only healthy

snacks/rewards

Eat healthy diet at home

and at work.

Lose 10 pounds of

weight

2 monthsYesYes

Exercise 3 times a

week at gym and twice

at home.

Exercise over the next two

months because medicals

show that I am

overwieght. Exercise at

local gym & home.

Lose 10 pounds of

weight

By when?

Is it important

to what you

want to achieve

ultimately?

Achievable?How much? How

often? How many?

Who? What? Why?

Where? When?

What do want to

achieve

Time basedRelevantAttainableMeasurableSpecificIntention

Goal (s)

The "S.M.A.R.T." Chart

Recap….

• Understanding of what you want in life• Strategize key roles & Goal set• Begin your weekly planning• Understand how you spend your time and where

you waste time.• Focus on Quadrant II• Set fully actionable, realistic Goals• Let’s review the pyramid by Dr. Covey• Questions?

Stephen Covey

Change Management

Defined

Change ManagementWiki - “The approach of shifting/transitioning

individuals, teams or organizations from the current state to a desired future state.”

Simons – “the utilization of basic structures and tools to control any change effort. To achieve a desired outcome while minimizing the impact to self or others”

Change Management

• Small Business make changes all the time, often too quickly (because they can)“Too many detours in the road, can get you lost quickly”

• Change Management involves thoughtful planning and sensitive implementation.

• Common Problem -Need, urgency, expected outcome, and methods may not be thoroughly vetted or communicated.

• *Small Business must keep Brand in focus

Change Pillars

ActionPlan

VisionSkills

Incentives

Resources

Current Habit

Change

Mismanaged Change creates

ConfusionConfusion

AnxietyAnxiety

Gradual ChangeGradual Change

FrustrationFrustration

False StartsFalse Starts

I’ll show you how….

Absence of Pillars

=False Starts

Resources+Incentives +Skills +Vision +

= FrustrationAction Plan

Incentives +Skills +Vision +

= Gradual Change

ActionPlan

Resources+Skills +Vision +

= AnxietyAction Plan

Resources+Incentives +Vision +

= ConfusionAction Plan

Resources+Incentives +Skills +

= ChangeAction Plan

Resources+Incentives+Skills +Vision +

Why is this important

If your not properly equipped for Change, it may lead to poor

change

Confusion

Frustration

Gradual Change / False Starts

Anxiety

Mismanaged Change creates….

People that don’t like change!

Once Again…

OK, so where are we..

• We have talked about methods for WHAT roles you need to plan for…

• Did a quick review of Goals

• We have discussed methods for discovering TIME WASTERS and key components that help drive CHANGE.

Planning Tools & Tips

“Set for Success”

• Good Planning Tool• Effective office space• Identify and limit interruptions

– Turn off the Blackberry periodically

• Set Priorities and keep them• Daily, Weekly & Monthly planning• Review/Preview your day – everyday!• Report out weekly! Accountability Partner

Planning Tools

• Contains– Week and Month at a Glance– Task list– Daily scheduler– Room for notes– Page Finder

• Needs to be personalized• Needs to be part of your lifestyle• Needs to be accessible• Needs room for multiple months - binder

Style of Tool

Digitalvs

Weekly needs

• Designated time to plan future needs– Utilize Roles & Goals mindest

• Tools to record and track progress• Goal writing – SMART Chart• Compare Actual to Projected time

– Urgency Matrix– Daily effectiveness

Daily needs

• Review Daily needs & Priorities

• Keep your promises – Role Goals• “Exercise Integrity at the moment of Choice”

• Know when to say “No”• Stay focused but be flexible

• Evaluate your meetings, R,S,P,C,F– Relationship Building, Socializing, Production or Prep,

Customer, and Family

• Review today & Preview tomorrow at end of day

Questions?

Thank you!

Scott Simons

C.S.Simons Consulting, LLCManagement Consulting & Business Strategy

Atkinson, NH603-770-6516

www.CSSimonsConsulting.com

Time Management Tools & Tips

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